Academic Administrator II - University of Rochester
Rochester, NY
About the Job
GENERAL PURPOSE:
The Neuroscience Graduate Program (NGP) is a multidisciplinary program of over 90 neuroscience faculty and almost 60 students, making it one of the largest graduate program at the University of Rochester. The NGP receives over 170 student applicants annually and welcomes 10 new students every year into the PhD program. The Administrator of the NGP is responsible for all activities associated with the program including recruitment, admissions, appointments, reappointments, academic scheduling, academic evaluations, and cooperation with both faculty and student committees. Pursuant to these extensive responsibilities, the NGP has a suite of checklists, databases, evaluation metrics, networking, and system file folders to maintain and support and is responsible for updating and validating these processes throughout the academic year.
With minimal direction, in a confidential manner, and with considerable latitude for independent judgment, the Administrator will perform a wide range of responsibilities as it pertains to managing the overall day-to-day activities and operations of the graduate program and its students. This position works closely with the NGP Director, NGP Admission Director, Neuroscience Administrator, faculty members and other administrators across the university to ensure program operations function in compliance with policies and regulations.
The administrator will take all actions in a timely manner necessary to ensure NGP’s success, including communicating with faculty, staff and students, and applicants. Social Media and the program’s website are also maintained by the administrator. The administrator will work with departmental leadership to develop the program’s annual budget and to monitor and control all related expenditures. The Administrator actively monitors and documents each trainee’s attainment of program requirements, and manages their evaluation, quality improvement activities, and academic finances. The administrator also manages any pre-award grant actives that relate to NGP and its students.
Occasional evening and weekend work are possible.
**RESPONSIBILITIES:**
**_Graduate Students -_** The administrator works with all NGP graduate students within the program and is responsible for managing daily activities to assure students are aware of their roles and milestones within the program. The NGP Administrator develops and facilitates a systematic process for monitoring these activities. These activities include:
+ Manages and monitors all aspects of graduate students in NGP
+ Ensures that all University and Program course requirements are met before registration of master and doctoral examinations
+ Prepares and develops appropriate forms and organizes and coordinates Master’s and PhD Defenses
+ Guides and instructs students through orientation, course registrations, and registration for examinations
+ Initiates and assembles yearly performance evaluations for all students as well as rotation evaluations for all first-year students;
+ Provides guidance and interprets rules and regulations of the Program, and University to NGP faculty and students
+ Compiles and analyzes statistics and prepares analytical and evaluative reports; writes standard operating procedures (SOPs) or procedural manuals, instructions, etc.; and prepares materials for publication about the programs activities.
+ Develops, maintains, and updates databases of current students, containing all academic activities ( _i.e._ grades, courses taken, requirements met, financial support, etc.) and the database of alumni
+ Obtains financial information from faculty and appropriate administrators to secure students’ continuous support during appointment and reappointment procedures.
+ Maintains the strict confidentiality of all student records
+ Organizes and plans monthly luncheons
+ Coordinates seminar speaker series, including the planning of travel/lodging and itineraries
+ Facilities and organizes the annual Neuroscience Retreat: scheduling, preparation, name tags, food, location, email correspondence, registration through RedCap
**_Recruiting and Admissions -_** _The NGP receives over 200+ applicants annually. The administrator is the program representative in all matters of graduate education for the department. The administrator oversees the evaluation of these applicants for admissions working with the director maintaining the quality and viability of the program._
+ Facilitates application review in an online application system (Slate) and other applications
+ Schedules and plans Admissions Committee meetings
+ Develops and maintains Excel Spreadsheet containing graduate program candidate information ( _i.e._ TOEFL scores, GPA, experience, etc.)
+ Coordinates and prepares responses and correspondence to graduate candidates from greeting, set-up of interviews through the final decision letter
+ Primary contact for potential candidates; communicates (in person, via phone, zoom written communication) with candidates regarding any questions or concerns with the Program
+ Counsels candidates through the admissions process
+ Organizes and plans in-person or Zoom candidate visits, including scheduling interviews with faculty, arranging meals and social events, and compiling data from post-visit evaluations from faculty
+ Works closely with Office for Graduate Education to assist incoming students with pre-matriculation requirements including planning and organizing orientation activities, bootcamp and any necessary payroll forms
+ Coordinates with faculty to schedule Admissions, NSC Retreat, and Steering Committee meetings
+ Submits offers and denials to GEPA per their procedures
+ Facilitates, directs and attends recruitment fairs, SfN. Works with Executive Director on fair materials and set-up.
+ Plans and coordinates travel and meeting arrangements for invited guests, prepares itineraries, and processes reimbursements;
+ Compiles, edits, and checks for accuracy of materials used for reports, correspondence, program handbook, and annual newsletter;
+ Coordinates the administrative needs of participating program directors and graduate students such as: travel arrangements, meetings, and reimbursements;
+ Ensures accuracy in the Course Schedule for all academic semesters;
+ Updates and creates brochures and publications necessary for the Program. Examples include the Neuroscience Recruitment Brochure, Official Bulletin for Graduate Studies, Course Schedules, and Neuroscience Graduate Program Handbooks, and the NGP Annual Newsletter;
+ Updates and maintains NGP website
+ Organizes and attends annually the conference for the Society for Neuroscience Rochester Chapter;
+ Manages the program's social media accounts (FB and Instagram)
**_Finance_**
+ Develops, updates, and maintains NGP budget and reconciliation of NGP ledgers
+ Directs and coordinates the maintenance of NGP related accounts. Collects receipts and other financial material required by the NS Finance Team
+ Reviews and approves invoices, payrolls and other personnel actions related to graduate students.
+ Prepares, analyzes, tracks, allocates and monitors expenses and notes and presents trends.
+ Processes all reimbursement forms for graduate students; student applicants and faculty and is responsible for the P2P (procure to pay) system, purchases, and expenditures
+ Tracks students’ financial support through their graduate careers for national and local graduate surveys and grants.
+ Works lockstep with department and institutional accountants and administrators to ensure students are allocated to the correct accounts through the year.
+ Assume full responsibility for completing appointment/reappointment forms for all currently enrolled students in June, for incoming students in August, and periodically throughout the year when changes should be made;
+ Ensures time is monitored and approved in HRMS; ensures leave paperwork is obtained and recorded in files and in HRMS (if applicable) for all graduate students.
+ Manage all pre-award graduate and postdoctoral grant activity to include: grant submission and preparation of budget, grant continuations, reallocation associated with the grant distribution. Understands and utilizes internal grants management system IORA and other systems to include: NIH, NSF, DOD systems
**_Neuroscience Core Curriculum and Student Support - 10%_**
+ Organizes NSC 531 and NSC 512 along with other NGP courses to include: schedule the time and location of classes; prepares course and instructor’s evaluations, corresponds with students, and posts announcements
+ Compiles, develops, prepares, and prints syllabi and handouts in conjunction with NGP Program Director
+ Manages all aspects of course tests and grading distribution
+ Facilitates weekly seminars for graduate students
+ Plans and directs website, workshops etc.
**_Training Grants, Reports, and Surveys_**
+ Collaborates with Principal Investigators in gathering and preparing information for four (4) departmental training grants, new/renewal applications and annual reports;
+ Organizes site visits for the training grant external advisory committee (plan travel, lodging, prepare itineraries, materials for review, schedule meetings and distribute reports).
+ Works with other departments to compile numbers and names for their training grants
+ Compiles and analyzes data for national surveys including SfN, NIH, NSF, as well as University, School, and Department reports for Training Grants and internal records.
+ Maintains and works with NIH programs for training grants - to process appointments, reapppointments, and terminations in Xtrain and Xtract . Selects and trains other office staff; develops and establishes procedures and schedules to meet program’s needs.
+ Develops and maintains Standard Operating Procedures (SOPs) and checklists for recurring monthly tasks to ensure consistency of process (eletronic and paper format with examples)
+ Coordinates Neuroscience Department speakers - Doty and Notter speakers
+ Serves on NGP committees and assists with the formation and implementation of key graduate policies and programs.
Other projects and job duties as assigned
**QUALIFICATIONS:**
+ Bachelor’s degree required.
+ 3 years of related work experience including at least 1 year in an administrative capacity in an academic office or project management, or the equivalent experience in business required.
+ Or equivalent combination of education and experience preferred.
+ A minimum of 2 years of experience in an academic office or project management, or the equivalent experience in business preferred.
+ Strong interpersonal skills and technical skills, including through familiarity with MS Office suite Adobe and Canva preferred
+ Must be capable of prioritizing activities to ensure timely and effective completion and be able to adjust priorities as circumstances change required.
+ Must be able to function independently but use good judgment in involving directors to overcome barriers or make policy decisions required.
+ Much achieve and maintain CLASP certification within 1 year of hire required.
The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.
**How To Apply**
All applicants must apply online.
_EOE Minorities/Females/Protected Veterans/Disabled_
**Pay Range**
Pay Range: $50,752 - $71,053 Annually
_The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations._
Apply for Job
+ Careers
+ Sign In
+ New User
**Location:** School of Medicine & Dentistry
**Full/Part Time:** Full-Time
**Opening:**
**Schedule:**
Source : University of Rochester